Lesson 17 Getting Started with Access Essentials Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Morrison / Wells

Objectives Identify the parts of the Access screen. Identify and navigate objects in a database. Create a database, then create a new table and enter records in Datasheet view. Change the column width in a table in Datasheet view. Add and delete fields in Design view. Change field data types and field properties. 2 2

Objectives (continued) Add and edit records in a table in Datasheet view. Delete and copy records and fields in Datasheet view. 3 3

Vocabulary data type database datasheet entry field field name field properties primary key record relational database table 4 4

Introduction A database is a collection of related information. Access is the Microsoft Office database program that enables you to organize, retrieve, and analyze data in many ways. In a relational database, information is organized into separate subject-based tables, and the relationship of the data in one or more tables is used to bring the data together. 5 5

CLASSROOM ACTIVITIES  What is the difference between a spreadsheet and a database? How would each be used? Brainstorm a list of businesses that might utilize databases. Give an example of a relational database.

Identifying the Parts of the Access Screen The Access screen is similar to other Office 2007 applications. 7 7

Identifying the Parts of the Access Screen (continued) An Access database is composed of several objects, and each object contains several elements. 8 8

Identifying the Parts of the Access Screen (continued) When you first launch Access, the Getting Started with Microsoft Office Access screen appears. 9 9

Identifying the Parts of the Access Screen (continued) Tables store data in columns and rows. 10 10

CLASSROOM ACTIVITIES True or False? You can open only one database at a time in an Access window. Answer: True. True or False? An Access database is composed of several objects, and each object contains several elements.

Creating a New Database You can create a new database file using a blank database template or by using templates that are predefined with tables, reports, forms, and queries already created. 12 12

Creating a New Database (continued) Saving a Database File: When you create a new database, the first step is to name the database file. In Access, you can only use the Save As command to name and save objects in the database, or to save the database or object in a different format. You cannot use the Save As command to save the entire database under a new name. 13 13

Creating a New Database (continued) Creating a Table in Datasheet View: A table, often referred to as a datasheet, is the primary object in the database. At least one table must be created before any additional objects can be created. A field is a single piece of database information, such as a first name. Fields appear as columns, and each column has a field name. 14 14

Creating a New Database (continued) Creating a Table in Datasheet View (cont): A record is a group of related fields in a database, such as all the contact information for an individual, including first and last name, address, postal code, telephone number, and so forth. When you create a table, the default setting creates a primary key for each record, which uniquely identifies each record in the table. 15 15

Creating a New Database (continued) Entering Records in Datasheet View: When you enter data into a cell, it is called an entry. You can use the mouse or keyboard to navigate in a table. 16 16

CLASSROOM ACTIVITIES Why is the table the primary object in the database? Answer: A table is the primary object in the database because each of the objects and everything you do in a database relies on the data stored in the tables. A ____ is a group of related fields in a database. Answer: record

CLASSROOM ACTIVITIES What uniquely identifies each record in the table? Answer: Primary key.

Modifying a Database Table in Design View You can adjust the column widths just as you adjust the column widths in an Excel spreadsheet. Adding and Deleting Fields: You can add fields in either Datasheet view or Design view. Design view shows details about the structure of the object, including the data type and the field properties. 19 19

Modifying a Database Table in Design View (continued) Adding and Deleting Fields (cont): Data type determines what type of data the field can store. Field properties define the characteristics and behavior of a field. 20 20

Modifying a Database Table in Design View (continued) Adding and Deleting Fields (cont): You can change views using the View button. 21 21

Modifying a Database Table in Design View (continued) Changing Field Data Type and Field Properties: When you choose a data type, you can also change the field properties. 22 22

CLASSROOM ACTIVITIES True or False? You can specify the data type for each field in Datasheet view. Answer: False. You can specify the data type for each field in Design view. True or False? To change the number of characters allowed in a field, you would change the data type. Answer: False. To change the number of characters allowed in a field, you would change the field properties.

Adding and Editing Database Records Access provides several navigation features that make it easy for you to move around in a table to make necessary edits. 24 24

Adding and Editing Database Records (continued) If you make a mistake adding or editing data in a record, you can choose the Undo command. In Datasheet view, changes are saved as they are made. When you make changes in Design view and then switch to Datasheet view, you are prompted to save changes. 25 25

CLASSROOM ACTIVITIES If you make a mistake adding or editing data in a record, you can choose the ____ command to reverse your last action. Answer: Undo When you close the database, why are you not prompted to save the changes? Answer: When you close the database, you are not prompted to save the changes because they were already saved.

Deleting and Copying Records and Fields in Datasheet View To delete a record, you must first select the record then you can press the Delete key to remove the data. Once you have deleted a record, you cannot use Undo to restore it. You can delete multiple records at a time by selecting more than one row. 27 27

Deleting and Copying Records and Fields in Datasheet View (continued) Selected data can be copied or moved from one location in an Access table to a new location within the same table or to a different table. To remove a table field and all the data in the field, you delete the column, similar to how you delete a column in Excel. To change the sequence of the fields in the table, you can rearrange the sequence of the columns. 28 28

CLASSROOM ACTIVITIES True or False? Deleting records is similar to deleting rows in an Excel spreadsheet. Answer: True. True or False? Once you have deleted a record, you can use the Undo command to restore it. Answer: False. Once you have deleted a record, you cannot use the Undo command to restore it.

CLASSROOM ACTIVITIES How do you remove a table field and all the data for the field? Answer: To remove a table field and all the data for the field, you delete the column, similar to how you delete a column in Excel.

Summary 31 31 In this lesson, you learned: Many parts of the Access screen are similar to other Office 2007 applications. However, Access also has different views to perform tasks unique to Access. The first step in creating a new database is to assign a filename to the database. The second step is to create a table. Tables are the primary objects in a database. A database can have multiple tables. All other objects are based on data stored in tables. 31 31

Summary (continued) You can automatically adjust table column widths in Datasheet view similar to how you adjust column widths in Excel. A table can be modified after it is created, and you can add or delete fields even after records have been entered. You can modify a table in Datasheet view or in Design view. 32 32

Summary (continued) You can change views using the View button. Clicking the upper portion of the View button toggles you to an alternative view, such as switching from Design view to Datasheet view. In Design view, you can specify the data type and properties for each field. Text is the default field data type. The field properties control the characteristics and behavior of a database field, such as the maximum number of characters. 33 33

Summary (continued) If you make a mistake adding or editing data in a record, you can choose the Undo command to reverse your last action, but once you begin entering another record, the Undo command is no longer available. Deleting records is similar to deleting rows in Excel. Once you have deleted a record, you cannot use the Undo command to restore it. 34 34

Summary (continued) Selected data can be copied or moved from one location to another in an Access table, or to another table, using the Cut, Copy, and Paste commands. To change the sequence of fields in a table, you rearrange the sequence of columns. 35 35

key terms Data type: Determines what type of data the field can store. Database: A collection of related information. Datasheet: Another name for a table; the primary object in a database. Entry: Data entered into a cell. Field: A single piece of database information.

key terms Field name: A label that helps identify the field. Field properties: Define the characteristics and behavior of a field. Primary key: A unique identifier for each record in a database table. Record: A group of related fields in a database.

key terms Relational database: A type of database in which information is organized into separate subject-based tables, and the relationship of the data in one or more tables is used to bring the data together. Table: The primary object in a database.